24/7 Onboarding: Talent Onboarding Certification Task

The Certifications onboarding task is part of the Certification Tracking feature. This task allows users to collect Certificate information, including file attachments, from Talent via an onboarding task. Clients who use 24/7 Onboarding will find additional functionality available for this task that is outlined below.

Chapters:

• Configuring the Certifications Task with 24/7 Onboarding
  • Admin Experience: Configuring Data Requirements
  • Talent Experience: Data Requirement Messages in the task
• Configuring the Task into 24/7 Onboarding Workflows
• Requesting the Talent to provide any Certificate they may have, regardless of Category
  • Sender Experience
  • Talent Experience
• Requesting the Talent to provide any Certificate within a specified Category
  • Sender Experience
  • Talent Experience
• Requesting the Talent to provide specific Certificate(s)
  • Sender Experience
  • Talent Experience 
• Sender & Talent Experience: Appending the Task Name
  • Sender Experience
  • Talent Experience
• Sender Experience: Duplicate checking the 24/7 Onboarding Certifications Task
• Miscellaneous:

Configuring the Certifications Task with 24/7 Onboarding

Admin Experience: Configuring Data Requirements

• An HCM User with access to Utilities can go to Utilities > Talent Onboarding Tasks and expand the Onboarding Tasks category.
  
  
  
  

• Select the Certifications task from the left side to display configuration information to the right.
  
  
  
  

• Certificate Requirement Setting: By default this box is unchecked, meaning the task can be completed without a Talent reviewing Certificate information. When checked, a certification is required to be added/updated via the task.
  

• In addition to task instructions, administrators can configure what data the task should require the Talent to provide before completing.

Required/Optional Field Name	Details
Certificate Category	Hardcoded as required. The data for Categories pulls from Table Editor > Certificate Tracking.
Certificate	Hardcoded as required. The data for Certificate pulls from Table Editor > Certificate Tracking.
Issue Date	Requirement optional. This is the date the certificate was issued.
Expiration Date	Requirement optional. If left as optional, it is still possible to enforce expiration dates be entered when an attachment is provided (see Document Expiration Date notes below)
Issuing Authority	Requirement optional. If marked as required, will only require a specific Issuing Authority for certificates configured to have one in Table Editor > Certification Tracking.
Certificate Number/ID	Requirement optional. Certificate Number/ID is a free text field within the onboarding task.
Notes	Requirement optional. Notes is a free text field within the onboarding task.
Document Attachment(s)	Requirement optional.
Document Expiration Date	Requirement optional. If set as required, it will ensure the Talent enters an expiration date for the Certificate if they have uploaded a document attachment.

Talent Experience: Data Requirement Messages in the task

• Based on what is required by the system for the task to accept Certificate information from the Talent, different Data Requirement messages will display to the Talent if they try to add or update a Certificate.
  
  In the example below, all fields are required for any Certificate collected by this task.
  
  
  
  

• If Document Attachment is required by the system and Talent checks that they have an older or expired Certification copies they would like to provide, the system will require that additional attachment. If Document expiration is required by the system and the Talent attaches an older or expired Certification document, then the expiration date of that older document will be required.
  
  

Configuring the Task into 24/7 Onboarding Workflows

• This section applies to HCM Users with 24/7 ONBOARDING Task Workflow Admin permission.
  
  
  
  
• When an administrator goes to Automation > Workflows or Utilities > 24/7 Onboarding Workflows to take administrative action with their onboarding workflows, they will see additional fields when selecting a Certifications task that will control configuration of the Talent experience.
  
  To see more information about end user experience for these configurations, and recommendations for different scenarios, please refer to the portion of the article related to sending the task.
  
  

Field	Note
Category dropdown	Single-select dropdown. User can leave as “No Category Selected” or select which will allow the Talent to select their own category in the task. Pulls from Table Editor > Certificate Tracking.
Certificate dropdown	Multi-select dropdown. Defaults to “No Certificate Selected” until user defines a specific Category.
Task name free text field	Free text field that appends the task name as it displays to Talent and HCM Users. A preview of the task’s name displays to the right of this field.

• Admins will observe that they can add multiple instances of the Certifications task to a workflow:
  
  

Sender & Talent Experience: Requesting specific Certificates with the 24/7 Onboarding Certifications Task

• The Certifications task can be sent as an independent task or via an admin-configured 24/7 Onboarding Workflow.

  There are three different approaches to sending the 24/7 onboarding task for Certifications:

  1. Requesting the Talent to provide any Certificate they may have, regardless of Category
     • Best for scenarios in which you do not have anything specific to request for a Talent’s onboarding and placement. This is for general collection of information rather than a targeted task.
  2. Requesting the Talent to provide any Certificate within a specified Category
     • Best for clients with varying business lines or Certificate categories they may not want a Talent to see. Great for collecting certificate information for a targeted industry or skill type.
  3. Requesting the Talent to provide specific Certificate(s)
     • Best for Certificate renewal processes! If you see a Talent with an expiring Certificate, send them a task requesting that Certificate
     • Great for situations where already you know a Talent has a specific Certificate and you want them to provide details.
       
       
• Additionally, it is possible to append the name of the task to change how the task name displays to both HCM Users and Talent Users.
  
  When an HCM User goes to Talent > Onboarding, expands Profile Tasks, and selects the Certifications task, they will see a field to append the task name (if desired) along with dropdowns for Certificate Category and Certificate.
  
  

Requesting the Talent to provide any Certificate they may have, regardless of Category

Sender Experience

• In this scenario, the sender will leave the Category and Certificate dropdowns left as “No Category Selected” and “No Certificate Selected”, respectively, before sending the task.
  
  
  
  

• Once the task is sent, the HCM User will see the task display with an annotation of “No specific Certificate requested”:
  
  

Talent Experience

• When the Talent opens the first screen of this Certifications task, the first screen will have an Add button that will require their action to click through to add a Certificate.
  
  
  
  
• If the Talent has any existing Certificates on their record, they will display to the Talent on this screen for review and edits.
  
  When the Talent clicks to add a Certificate under the requested Category, they will be able to select any Category and Certificate they choose.
  
  
  
  
• Once the Talent has successfully added a Certificate from the task, the first screen of the task will update and remove the Action Required flag. The Certificate that they have added will be indicated as complete by a green checkmark on this first screen.
  
  
  
  

• The Talent can add additional Certifications if they choose from this screen, but are not required to.

  If the Talent clicks Cancel after successfully adding a Certificate to the task, their Certificate information will be saved to their record and they will be able to revisit the task later if they choose. Otherwise, if the Talent clicks Submit Certifications, the task will be marked as Complete and disappear from actionable view.

Requesting the Talent to provide any Certificate within a specified Category

Sender Experience

• In this scenario, the sender will select one specific Category from the Category dropdown, but will leave the Certificate dropdown as “No Certificate Selected”.
  
  

• Once the task is sent, the HCM User will see the task display with an annotation of “[Category Name] Certificate(s) requested”:
  
  

Talent Experience

• When the Talent opens the first screen of this Certifications task, the first screen will have an Add button that will require their action to click through to add a Certificate in that specific category.
  
  
• If the Talent has any existing Certificates on their record within that Category, they will display to the Talent here for review and edits, as needed.
  
  When the Talent clicks to add a Certificate under the requested Category, they will be unable to edit the Category selected by the sender.
  
  
  
• Once the Talent has successfully added a Certificate from the task, the first screen of the task will update and remove the Action Required flag. The Talent can add additional Certifications if they choose from this screen, but are not required to.
  
  If the Talent clicks Cancel after successfully adding a Certificate to the task, their Certificate information will be saved to their record and they will be able to revisit the task later if they choose. Otherwise, if the Talent clicks Submit Certifications, the task will be marked as Complete and disappear from actionable view.
  
  

Requesting the Talent to provide specific Certificate(s)

Sender Experience

• In this scenario, the sender will select one specific Category from the Category dropdown and will select one or more specific Certificates from the Certificate dropdown.
  
  

  If the Talent did not previously have this Certificate on record, the system will create a placeholder Certificate to Talent > Certificates (only the Certificate and Category will be filled out) and will update once the Talent provides more information via the task.
  
  
  
  
  

• Once the task is sent, the HCM User will see the task display with an annotation of “Specific [Category Name] Certificate(s) requested”. Hovering over the annotation will display a list of the specific Certificate(s) requested in the task.
  
  

Talent Experience 

• When the Talent opens the first screen of this Certifications task, they will not see any Add option. Instead, they will see a block for each specific Certificate that was requested for them to review.
  
  
  
  
• Any existing information for the requested Certificates on their record will be seen by the Talent, such as an event where the Talent is updating their Certificate information with renewed information.
  
  When the Talent clicks into the specific, requested Certificate, they will be unable to edit either the Category or Certificate selected by the sender.
  
  
  
  
• Once the Talent has successfully updated the Certificate(s) from the task, the first screen of the task will update and remove the Action Required flag for those Certificate(s). The Certificate(s) will be indicated as complete by a green checkmark on this first screen.
  
  
  
  

• If the Talent clicks Cancel after successfully adding a Certificate to the task, their Certificate information will be saved to their record and they will be able to revisit the task later if they choose. Otherwise, if the Talent clicks Submit Certifications, the task will be marked as Complete and disappear from actionable view.

Sender & Talent Experience: Appending the Task Name

Sender Experience

• If the sender chooses to edit the task name field, it will append the task name.
  When task name is appended via a workflow configuration:
  
  
  
  When task name is appended via sending as an individual task:
  
  
  

• After sending, the task name will display to the sender as configured.
  
  

Talent Experience

• The Talent will view the configured, appended task name in both their task list as well as when opening the task itself.
  
  

Sender Experience: Duplicate checking the 24/7 Onboarding Certifications Task

• If the sender has already sent a Certifications task, the system will check if that exact Certificate request has already been sent to the Talent. A duplicate will be identified if a previously-sent task requested the exact same Category and Certificate(s), and details about what was requested will display in the duplicate task screen. Whether or not a task name was appended has no impact on the duplicate check logic for this task.
  
  

  The sender will have the option to resend the task or continue without resending.
  
  

Miscellaneous:

• It’s important to know which Talent need a specific Certificate requested of them, such as in the event of an expiring Certificate that requires renewal by the Talent.
  
  The myDashboard widget for Expiring Certificates is recommended to all clients who use this feature. The widget includes filters for Talent Status and Certificate Category & Certificate(s).